Getting Started

Installation

Navigate to Apps and search for Equipment Management. Click Activate.

The module installs as a standalone application with its own top-level menu item in the main navigation bar.

Tip

Sub-modules for specific equipment types (Printers, Measuring Devices) can be enabled in Equipment Management ‣ Settings ‣ Configuration or installed separately from the Apps menu.

The Measuring Devices sub-module also adds the Etalon category, with its own Etalons menu, for your company’s own reference standards (see Etalons).

Creating your first equipment

  1. Navigate to Equipment Management ‣ All Equipment.

  2. Click New.

  3. Select the Category first: it decides which models can be selected, and whether the name is typed or built automatically. The default is General; the Printers sub-module adds Printer, and the Measuring Devices sub-module adds Measuring Device and Etalon. When you start from Equipment Management ‣ Measuring Devices ‣ Measuring Devices or Equipment Management ‣ Etalons instead, the category is already set.

  4. Fill in the required fields:

    • Name: A descriptive name for the equipment (e.g., “Warehouse forklift H25”). For measuring devices and etalons, the name cannot be typed: it is built automatically from the serial number and the model (see Names of measuring devices and etalons).

    • Equipment ID: Auto-generated from the configured sequence (e.g., EQ/0001). You can override this value manually if needed.

    • Customer: The customer who owns or uses the equipment.

    • Owner: The legal owner of the equipment.

    For an etalon, the customer and the owner both default to your own company (see Etalons).

  5. Optionally fill in:

    • Serial Number: The manufacturer’s serial number. If a matching stock lot exists, it will be automatically suggested.

    • Manufacturer and Model: The Model field only offers the models of the selected category and, if one is selected, of the manufacturer. A missing model can be created directly from the Model field; it gets the equipment’s category and manufacturer (see Manufacturers and models).

    • Product Family: The product family this equipment belongs to.

    • Production Year: The year the equipment was manufactured.

    • Warranty Expiration: The date when the manufacturer’s warranty expires.

    • MAC Address: For network-connected equipment.

    • Sales Team: The responsible sales team.

    For a measuring device or an etalon, fill in at least the Serial Number and the Model: its name is built from them.

  6. Click the Draft status bar to change the state to Active.

screenshot: services-equipment-new-form
menu
Equipment Management ‣ All Equipment ‣ New
shows
A newly filled equipment form with the name, serial number, category (Printer), customer, product family, production year and warranty expiration, with the status bar switched from Draft to Active.
highlight
The Draft/Active status bar (red frame).
data
Equipment "Canon iR-ADV C5535", serial "CN-2024-0187", customer "Deco Addict".
module
equipment, equipment_printer
notes
English UI, light theme, 1440px width, crop to the form sheet.

Equipment states

Each equipment record goes through four lifecycle states:

  • Draft: Initial state when created. Equipment is being set up.

  • Active: Equipment is in service. Activating an equipment can automatically create an analytic account and/or a maintenance equipment record (if configured in Settings).

  • Inactive: Equipment is no longer in service but kept for historical reference.

  • Scrapped: Equipment that has been scrapped. Scrapped equipment cannot be archived, so that its record remains accessible.

Equipment ID sequence

By default, new equipment records receive an auto-generated ID using the format EQ/0001, EQ/0002, etc. The prefix can be customized in Equipment Management ‣ Settings ‣ Configuration ‣ Defaults ‣ Equipment ID Prefix.

The ID field remains editable — you can override the auto-generated value at any time, for example to match an existing internal numbering system.